How to execute in-person events?

It's time to congratulate #womenimpacttech for organizing a well-planned tech conference where the entire show was programmed and executed by the women's team.

Here are a few points to learn from this event on how to do event management in an effective manner :

?? Plan and execution :

Having a clear set of goals and objectives?is half of the job done. #womenimpacttech team had clarity on this which was reflected in various panel discussions, keynote speakers, and subject lines of talks.

There was intentionality in arranging various important aspects of women's leadership in the corporate world. Starting from how one conducts herself to be an effective leader to even how one should work on adding diversity and inclusion in teams and shifting cultures in an empathetic way. It was reflected in every aspect of the conference. Be it on the stage panel, speaker, or as an attendee. Diverse industries gathered together in the exhibition area to showcase their technology and provide networking opportunities. To me, this was the most touched aspect and success factor for measuring the conference.

Effective planning and execution require communication, coordination, and a commitment to quality and accountability. Each team member from #womenimpacttech was committed to making the event successful and was very efficient in it. Be it a professional photographer, sound engineer, or even reception and guiding staff.

The team did an amazing job of providing all information to attendees, mentors, and speakers in advance starting from venue direction, parking, scheduling, and reminders. Conducting a small webinar for all to be equipped and resolving any questions before the conference day was a very big win for having commitments from participants and creating excitement.

Conference was on two floors, and each floor had various members announcing from different corners informing attendees what important sessions are taking place at what time and how much time they have to move for those sessions. This was another remarkable way that the team did to make sure attendees are not losing out their focus just because they have not kept track of time.

Each session room had bold written agenda for that time and every individual had a digital copy of the agenda and schedule before they even walked into the conference. There was no printed papers business to note on agenda and this was very powerful. Just scanning the QR code of the conference can lead you to the business. In fact, attendees' badges also had QR codes that everyone could use to connect on linked in. This was one of the best outline design examples I could see at the conference.

?? Unique touch :

To me, the unique touch was added to the conference by recognizing current tech world demand. Speaking and talking topics were all buzzwords in tech and real issues that women face rising up the ladder in male-dominated fields.

Awards for the tech products were given who are new in the market and have proven impactful. Techie women's contribution was recognized as well and those women did not necessarily have big titles but teams nominated them as they brought a change for the better or have done amazing tech contributions. The Women Impact Tech team did amazing research to even find and award women who are bringing change in the world through various tech mediums and conferences surprised all when they awarded Sweta Rai from #diversecinema who is making intentional choices to change the face of cinema and executing on diversity and inclusion lines. She is also elevating all creative people who have excellent content but no resources. Her OTT platform #diversecinema is helping such project backing up with all resources they need.

? Crisis Management :

?An event can never be successful if there is no Plan B. Anticipating potential issues, developing contingency plans, and mobilizing resources quickly when problems arise are the most important key factors to do any crisis management.

On Day#1 of the conference in San Francisco, it was raining heavily with strong wind. In fact, the city had different crisis management to look after with the bay bridge closing, several city blocks closing, and building glasses falling.

The whole conference place became chilled and staying on the first floor was no more an option. With coats on everyone preferred to stay on the second floor and all post-afternoon important sessions from the main area were swiftly shifted to the second-floor breakout room. Taking a decision in a preemptive way and executing it way advanced before the speaker could get on stage or all attendees start gathering was a commendable move team did it. They made announcements on every corner and every floor of the conference so each one is notified. After this, of course, managing sessions in a timely manner and time counted for it was well arranged as well.

There were good enough signals provided to speakers and guest attendees on time part to wrap up the session, so nothing gets overflowed.

?? Expo and networking area :

This was very organized and spaced. All booths were arranged on the borderline of the hall and the hall had big space to walk around and gather in groups for networking purposes.

There were circular tables placed so people gather and talk to each other properly.

The networking area was the major attraction of the conference and it had to be well arranged, well spaces to accommodate thousand and more attendees in a way that there are no suffocating corners. Picking a venue and arranging other logistics accordingly was a very wise thought.

Another important thing is expo booths were arranged on Day#1 and already by 8:30 AM in the morning and that was closed before 1:00 PM on day#2 so the conference could successfully close by 2:00 PM and booth people can have a relaxed lunch. Again, this was well reminded and announced to close booths on time and move people from the expo area on time so they could attend well-organized finale panel discussions and award ceremony.

?? Food Management :

This had to be the best part of the conference as with food everyone was gonna get more positive energy. The food menu was wisely chosen so vegan, vegetarian, and meat eaters are happy. Food was served in the main arena hall where multiple serving tables were laid down and wine was served by catering people on the dining tables along with the bar opened. Cleanliness was maintained and no overcrowding lines to lose time for meal times.

Although breakfast was supposed to serve early at the beginning of the conference, breakfast, and healthy snack options were served in the expo area for people while networking. People talk over the food and this was very well thought of to have this arrangement.

Towards the end of the day cocktail party was again well arranged and served with small platter options to go full for wrapping up the day.

?? Special attraction:

What an idea to have multiple photo booths at different corners with different backgrounds!

Arranging professional photoshoots for businesswomen was the cherry on the cake.

Not just having a photoshoot corner with studio lights and professional photographers but the best picture was emailed to individuals immediately with self-service kiosks. The important part to note on this is, while you stand in a queue for a photo shoot, there were long-length mirrors placed to make sure you are decked up well and final touches can be done :)

What a creative and practical touch to every corner of a venue. To me, this was well thought, well-equipped, and well-executed conference for the women by the women!